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Where do the Aatrix US federal forms totals come from?

Created on  | Last modified on 

Summary

Aatrix uses your company’s Master file and/or transaction file when you generate U.S. compliance forms.

Resolution

Notes for Payroll reporting:
  • All Aatrix forms require the employee record be present in the payroll (PR) Masterfile
  • Some totals are accumulated from the check records; check record amounts are not included if the employee record is missing in the Masterfile
W-2
Federal tax amounts: Form W-2 uses the Master file for federal tax amounts. To validate the totals:

  1. From the Reports menu, select Tax Preparation, Subject-to Employee.
  2. Click Start or Print Preview.

State and local tax amounts: Form W-2 uses your current payroll transaction file. To validate the totals:

  1. From the Reports menu, select Tax Preparation, Subject-to Date Range.
  2. Select the PR Transactions (current) file and click OK.
  3. Select Employee from Employee/Employer Report?
  4. Enter Check Dates that include the full year check dates.
  5. Click Start or Print Preview.

Note: The state totals are calculated from the check totals because some states require the W-2 reconciliation form to report by month or quarter.

  • Box 1 = YTD FWH Taxable
  • Box 2 = YTD FWH Tax
  • Box 3 = YTD SOC Subject-to
  • Box 4 = YTD SOC Tax
  • Box 5 = YTD MED Subject-to
  • Box 6 = YTD MED Tax
  • Box 7 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 8 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 9 = Not used
  • Box 10 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 11 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 13 = Applicable check boxes in Setup, Employees, Misc Info tab.
  • Box 12 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 13 = Defined in Setup Employees. Refer to What determines what items are checked in Box 13 on Form W2?
  • Box 14 = Defined in Tools, Modify Forms, W–2 Forms
  • Box 16 = Total SWH Subject-to for checks with a check date during reporting year
  • Box 17 = Total SWH Tax for checks with a check date during reporting year-these amounts are frequently shown by month if you select that field while in a W2 preparer grid.
  • Box 18 = Total Local Subject-to for checks with a check date during reporting year
  • Box 19 = Total Local Tax for checks with a check date during reporting year



Form 941

Form 941 uses your current payroll transaction file to validate the totals:

  1. From the Reports menu, select Pay Period Processing, Deposit Summary.
  2. Select the PR Transactions (current) file and click OK.
  3. Leave the PE Date fields blank.
  4. In the Check Date fields, enter dates that correspond to the quarter (example, for the first quarter enter January 1 to March 31, for the second quarter enter April 1 to June 30, etc.).
  5. Click Start or Print Preview.
  • Line 1 = The number of Employees.
  • Line 2 = FWH Subject-to
  • Line 3 = FWH Tax
  • Line 5a Column 1 = SOC Subject-to
  • Line 5a Column 2 = Line 5a Column 1 * Rate
  • Line 5b Column 1 = Manual Entry
  • Line 5b Column 2 = Line 5b Column 1 * Rate
  • Line 5c Column 1 = MED Subject-to
  • Line 5c Column 2 = Line 5c Column 1 * Rate
  • Line 5d = Line 5a Column 2 + Line 5b Column 2 + Line 5c Column 2
    (NOTE: line 5d includes the Additional Medicare Tax Subject to and taxes.)
  • Line 5e = Manual Entry
  • Line 6 = Line 3 + Line 5d + Line 5e
  • Line 7 = If Line 16 on page 2 is marked:
    • Line 10 on this return is less than $2,500 or line 10…: Manually input any fractions of cents.
    • You were a monthly schedule depositor for the entire quarter: Total Liability for quarter - line 6. Any difference then has Line 8 and Line 9 subtracted from the amount and prefills. This number may not be changed.
    • You were a semiweekly schedule depositor for any part of this quarter: Total Liability for the quarter on Schedule B (Form 941) – Line 6. Any difference then has Line 8 and Line 9 subtracted from the amount and prefills. This number may not be changed.
  • Line 8 = Manual Entry
  • Line 9 = Manual Entry
  • Line 10 = Line 6 + Line 7 + Line 8 + Line 9
  • Line 11 = Manual Entry
  • Line 12a = Manual Entry
  • Line 12b = Manual Entry
  • Line 13 = Line 11 + Line 12a
  • Line 14 = Line 10 - Line 13 (if amount is not negative)
  • Line 15 = Line 10 - Line 13 (if amount is negative)



Schedule B (Form 941)

Schedule B (Form 941) uses your current payroll transaction file. To validate the totals:

  1. From the Reports menu, select Pay Period Processing, Deposit Summary.
  2. Select the PR Transactions (current) file and click OK.
  3. Leave the PE Date fields blank.
  4. In the Check Date fields, enter dates that correspond to the quarter (example, for the first quarter enter January 1 to March 31, for the second quarter enter April 1 to June 30, etc.)
  5. Click Start or Print Preview.

Note: Tax Liability = FWH Tax + SOC Tax + SOC_E TAX + MED Tax + MED_E Tax



Form 940

Form 940 uses your current payroll transaction file. To validate the totals:

  1. From the Reports menu, select Pay Period Processing, Deposit Summary.
  2. Select the PR Transactions (current) file and click OK.
  3. Leave the PE Date fields blank.
  4. In the Check Date fields, enter dates that correspond to the quarter (example, for the first quarter enter January 1 to March 31, for the second quarter enter April 1 to June 30, etc.)
  5. Click Start or Print Preview.
  • Line 3 = YTD FUTA Gross
  • Line 4 = YTD FUTA Gross - FUTA YTD Taxable
  • Line 5 = (Line 1 - 7000 per employee - Line 4). Compare against FUTA YTD Taxable - FUTA YTD Subject-to
  • Line 6 = Line 4 + Line 5
  • Line 7 = YTD FUTA Subject-to
  • Line 8 = Line 7 * .006 (if applicable)
  • Line 10 = Manual entry
  • Line 11 = Form 940 Schedule A Total Credit Reduction
  • Line 12 = Line 8 + Line 9 + Line 10 + Line 11
  • Line 13 = Manual entry
  • Line 14 = Line 13 - Line 12 (0 if amount is negative)
  • Line 15 = Line 13 - Line 12 (if amount is negative)
  • Line 16a-16c = FUTA tax for the quarter
  • Line 16d = FUTA tax for the quarter + Total Credit Reduction on Schedule A (Form 940)

Note: The Aatrix calculation of Line 16d is Line 12 - Line 16a – Line 16b – Line 16c

  • Line 17 = Line 16a + Line 16b + Line 16c + Line 16d (should match line 12)

Note: If you are in a Credit Reduction state, it is likely that you will see a large amount in line 16d. This is expected behavior. The Tax Liability Report, Payroll Tax Report, and Payroll Checks calculate based upon the standard FUTA rate. Since the Credit Reduction status is not known until the end of the year, it would not be included in the payroll runs.


Federal Tax Deposit (EFTPS)

The EFTPS uses your current payroll transaction file. To validate the totals:

  1. From the Reports menu, select Tax Preparation, Subject-to Date Range.
  2. Select the PR Transactions (current) file and click OK.
  3. Select Employee from Employee/Employer Report?
  4. Enter the appropriate Check Dates.
  5. Click Start or Print Preview.
  6. Run the report a second time but select Employer in step 3.

Type of Tax:

  • 941 = FWH Tax + SOC Tax + SOC_E Tax + MED Tax + MED_E Tax
  • 940 = FUTA_E Tax

Form 1099

ACCOUNTS PAYABLE

1099-NEC Non-employee compensation

  • Box 1 = 1099 amount paid from the Vendor total or Prefix total
  • Box 5 and Box 7 = Manually enter the amounts
    • Note: For the boxes to enter state amounts to appear, the state must be manually added on the State & Local Tax Items window prior to the 1099 grid.

1099-MISC Rents/Gross Proceeds

  • Box 1 = 1099 amount paid from the Vendor total or Prefix total
  • Box 10 (when Gross proceeds paid to an attorney is marked) = 1099 amount paid from the Vendor total or Prefix total
  • Box 15 and Box 17 = Manually enter the amounts
    • Note: For the boxes to enter state amounts to appear, the state must be manually added on the State & Local Tax Items window prior to the 1099 grid.

1099-DIV Dividends

  • Box 1a = 1099 amount paid from the Vendor total or Prefix total
  • Box 15 = Manually enter the amount
    • Note: For the boxes to enter state amounts to appear, the state must be manually added on the State & Local Tax Items window prior to the 1099 grid.

1099-INT Interest

  • Box 1 = 1099 amount paid from the Vendor total or Prefix total
  • Box 17 = Manually enter the amount
    • Note: For the boxes to enter state amounts to appear, the state must be manually added on the State & Local Tax Items window prior to the 1099 grid.

PROPERTY MANAGEMENT

1099-INT Interest

  • Box 1 = Interest Paid amount from the Lease deposit
  • Box 17 = Manually enter the amount
    • Note: For the boxes to enter state amounts to appear, the state must be manually added on the State & Local Tax Items window prior to the 1099 grid.



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